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How Do I... in the Group Scheduler?
Add a Group Schedule Item
When you add a new item in the Group Scheduler, it will be one of three different types: An Event, a To-do list item, or a Call list item.
An Event item is a scheduled appointment where you have the option of setting an alarm. This is the most commonly used entry in the Group Scheduler.
The To-do list allows you to prioritize To-do items and automatically carries forward unfinished items.
The Call list allows you to prioritize and set due dates for calls that you need to make, or calls that you are expecting.
To add a new Event to the Scheduler:
1. Click the 2. Click the Add button or press the Alt + A keys on your keyboard to bring up the Schedule Entry window.
3. Fill out the fields as follows:
For
Here you can select which user(s) you wish to create this entry for. Click the Entry Type
Here you can select from three different types of items: Event, To-Do, or Call. In this section we will discuss the Event item type. In the next section we will discuss the different fields for the To-do and Call entry types.
Date
Enter the date that this event will occur on.
Time
Fill out the start time for the Event, and under the To field, fill in the end time for the Event (Optional)
Alarm
(Optional) Enter a time here and PHONEslips will sound an alarm and display a prompt at the time specified. This time does not have to be the same as the time entered in the TIME field.
Description
Put in a brief description for this Event.
Reminder
Select this option to enable a reminder alarm associated with the scheduled event. See the Creating Reminders section for more details.
Repeat
The repeat feature allows you to add recurring events to your schedule. See the Creating Repeating entries section for further details.
Related
Click here to create a new related item. See the Creating Related Items section for further details.
Note
You may add up to 8 pages of notes regarding the event.
If the Scheduled item is associated with a client in the Phonelist it may be beneficial to have the contact information easily accessible from the Scheduled entry. Click the Note: If you wish to add an entry from a different PhoneList click the Item Code
Click the drop menu to use an existing Item Code to categorize this entry, or click the ... button to add a new item code. See the Using Item Codes section for further details.
Send Update Memos
(Optional) When setting up an appointment for another user, check this box to send a notification memo to the user. The memo states that an item has been added to his/her schedule.
Private
Check the Private box to make this entry private. A private entry can only be viewed by the person the entry is listed for, someone with that user's private password, or someone with the Master password.
Locked
Checking the Locked option disables the drag and drop feature for that particular item. While the Locked box is checked you cannot use the mouse to drag that entry to another user or time slot, you can however still use the right-click menu functions such as Copy and Delete.
Completed
Check this box to mark this item as completed. A File Cabinet Icon
Clicking the
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Reminders are useful to warn you if you have a situation such as an upcoming meeting and you need to prepare a presentation. You can set a reminder about the meeting XX days in advance to remind you to prepare for the upcoming event.
To create a reminder:
1. Either create a new Scheduler Entry or edit an existing one.
2. Click on the Reminder checkbox to bring up the Reminder of Schedule Entry screen.
Remind __ days before event or on this date:
Enter either the number of days before the actual event that you want to receive the reminder on, or enter a specific date.
Alarm
Click the drop down menu to choose the time during the day that you want to receive the reminder.
Description
Enter a brief description for the reminder. For example "Prepare slide show for board meeting"
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The Group Scheduler repeat feature allows you to add recurring events to your schedule. To do this:
1. Add an Event, To-do or Call item as described in the Adding a Group Scheduler Event section.
2. Click the Repeat check box to bring up a small screen with repeat options:
The Group Scheduler repeat feature allows a user to add copies of an entry to their schedule in a more intuitive fashion. Events can be repeated on a Daily, Weekly, Monthly or Yearly basis with great flexibility.
For more detailed information on how to create Daily, Weekly, Monthly and/or Yearly repeating items, please click here.
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The Related entries feature lets you quickly enter events, To-do items and calls that are related to each other in some way and may have dates that are calculated from a Main entry; for example a trial, filing deadline, project deadline or presentation.
When creating related entries, the first step is to create the Main entry. The Main entry is the item that all of your other related items (calculated and fixed date items) will be based upon.
Generally speaking, the Main entry is usually the final deadline of a project or multi-step process (ie. a trial date or final presentation).
"Calculated date" related entries are pertinent to a Main entry, but occur on dates either before or after that Main entry's date. Such would be the case with deposition and interrogatory dates which should be calculated 30 or 60 days in advance of the trial date itself.
An example of a fixed date would be if you required a meeting with Joe Smith on Octobor 21st, even if the court date (Main entry) were to be delayed for any reason. Fixed dates will remain the same, while calculated dates like deposition and interrogatory dates would change along with the court date.
You can create your Main entry either by creating an entirely new schedule item, or by converting an existing schedule item into a related item.
To create a Main entry you can either create a new entry, filling out all the fields as described in the Adding a new Group Scheduler Event section, or edit an exisiting schedule entry.
1. If you are creating a new schedule item that you wish to convert to a Related item, click the Related button on the schedule entry screen. If you wish to change an existing schedule item into your Main Related entry, either right click on the item in the Group Scheduler view and select Related Entries... from the menu, or double click on the item to edit it, and click the Related button.
2. You will be prompted with a popup window that states, "This will save this entry and start a new related group with this as the main entry, are you sure?".
Click Yes. 3. Now you can add any Fixed date, or Calculated date related items by just typing a description and selecting how you want the related item to be calculated from the date of the Main Entry. Click Save to save your newly-created related entry. Multiple related entry items can be added in like fashion. Each related entry will subsequently be added to the Related Entries list.
Once you've finished adding related entries just click Close. All the entries have been added to the schedule. If at any point you want to view all related entries that are associated with a Main entry, simply open the schedule entry, and click on the chainlink button If the date of the Main entry changes in the future, you can quickly adjust all the other calculated entries with the Adjust button.
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Using Item Codes and Filtering
Item Codes allow you to use a visable symbol to designate a category for your Scheduler entries. For example: meetings, birthdays, travel time, vacation, etc.
Creating Item Codes
1. On the Add Entry screen click on the 2. Click the Add button to create a new Item Code.
3. Click the drop down menu on the left to choose the symbol you would like to use for your Item Code, type a description for the Item Code in the field on the right, then click the OK button.
Filtering
One benefit to using Item Codes is you can use them as a filtering system, and temporarily change your Group Scheduler view to only show items that have a specific Item code. To turn on the Item Code filter:
1. Click on the filter checkbox in the upper right corner of the main Group Scheduler window.
2. Click either the Only show entries with this item code checkbox, or click the Set button to bring up the Item Codes screen.
3. Select the Item Code you would like to use as your filter in the menu and click the Select button.
4. Now there will be a checkmark in the Only show entries with this item code checkbox and the description of the Item Code that you selected will be displayed in the window. Click the OK button and your Scheduler view will be changed to only show items that have the same Item Code you selected in the Filter area.
You may also filter by Folder, instead of (or in addition to) Item Codes. Filtering by folder will allow you to change your Group Scheduler view to only show items that are linked to a specific File Cabinet folder.
To turn off filtering, click on the Filter checkbox again, and uncheck the Only show entries with this item code checkbox.
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Linking Items to the File Cabinet
When you want to link a new schedule entry into a File Cabinet folder there are two ways that you may accomplish this:
First you may add an entry from the Group Scheduler screen and link to the File Cabinet folder of your choice from there. To do this:
1. Create a new entry of any type (Event, To-do or Call list item), or edit an existing entry.
2. Click the 3. The Add to File Cabinet folder window will open. Highlight the folder you would like to add your schedule entry to and click the Select button.
4. You will be taken back to the Schedule Entry screen and the File Cabinet icon in the bottom right of the screen will now have show with a blue plus inside it like this
Creating a new Group Scheduler entry from the File Cabinet window
Your second option is to create an entry directly from the File Cabinet screen. To do this:
1. While you are in the folder that you wish to link the schedule entry to, right click in the Schedule Items window pane and select New Item from the menu.
2. The Schedule Entry screen will appear and the 3. Fill out the entry as normal and click the OK button.
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The Group Scheduler gives you the ability to modify the Holidays that are displayed in your schedule, as well as the holidays that are used when calculating most of your schedule entries.
To add new holidays to your Group Scheduler:
1. Click on the 2. Click on the Setup menu at the top of the program and choose Holidays from the menu to open the Manage Holidays window.
3. Click the Add button to open the Schedule Entry screen to add a new holiday. 4. The For: and Entry Type: fields will always be filled out automatically and cannot be changed. Fill out the rest of the fields as follows:
Date
Use the drop down menu to select the date of the holiday.
Description
Enter a short description for the holiday.
Note
Enter any detailed information you need to about this holiday, up to 8 pages.
Repeat
Click here to enter this holiday as a repeating item
Legal
Put a checkmark in this box if this is a legal holiday. Legal holidays will be skipped by default when creating repeating items in the Group Scheduler.
5. Click the OK button when you are finished filling out the fields, and the new holiday will be shown in the list on the Manage Holidays screen.
- To edit an entry just highlight the entry and click the Edit button.
- To delete an entry highlight the entry and click the Delete button.
- To restore the holidays to their original defaults, click the Restore button.
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button on the toolbar to bring up the Group Scheduler screen.
button to bring up the name list. Right click on each name you wish to include, this will put a 
next to the name. Any name with this checkmark will be included in the list when you click OK.
button to bring up the PhoneList - Select Entry screen. This will display your currently selected PhoneList's entries. Select the desired contact from the Phonelist and click the OK button. The contact information is automatically added to the note for that Scheduled entry.
icon will show up next to the item in the Scheduler.
icon launches the Add to File Cabinet screen. From here, the Scheduler record can be linked to a Common or Personal File Cabinet Folder. See the 
, and all related items will be listed.
button next to the Item Code drop down menu to bring up the Item Codes screen.
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icon on the toolbar to bring the program into Full Applicaiton mode.
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Do you have a topic you would like to see added to the How Do I section? E-mail us and let us know! |
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